invitation to negotiate (itn) for information … · invitation to negotiate (itn) for information...

4050 Esplanade Way

Tallahassee, Florida 32399-0950

Tel: 850.488.2786 | Fax: 850. 922.6149

IT Operations and Maintenance Services of 39 DMS 16/17-015

Rick Scott, Governor Chad Poppell, Secretary

INVITATION TO NEGOTIATE (ITN)

FOR

INFORMATION TECHNOLOGY OPERATIONS AND MAINTENANCE SERVICES

ITN NO: DMS 16/17-015

THE STATE OF FLORIDA

DEPARTMENT OF MANAGEMENT SERVICES

Procurement Officer: Lori L. Anderson

Division of Departmental Purchasing Florida Department of Management Services

4050 Esplanade Way, Suite 335.2Z Tallahassee, FL 32399-0950

Phone: (850) 488-0510 Email: [email protected]

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes. Any protest must be timely filed with the Department of Management Services’ Agency Clerk listed at: http://www.dms.myflorida.com/agency_administration/general_counsel NOTICE PURSUANT TO SECTION 287.057(23), FLORIDA STATUTES Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

mailto:[email protected]

http://www.dms.myflorida.com/agency_administration/general_counsel


TABLE OF CONTENTS SECTION 1. INTRODUCTION ................................................................................................ 4

1.1 Solicitation Overview ...................................................................................................... 4

1.2 Background .................................................................................................................... 4

1.3 Statement of Objectives ................................................................................................. 5

1.4 Term .............................................................................................................................. 9

1.5 Definitions ...................................................................................................................... 9

1.6 Special Accommodations ............................................................................................... 9

1.7 Procurement Officer ..................................................................................................... 10

SECTION 2. SOLICITIATION PROCESS ............................................................................. 10

2.1 General Overview ........................................................................................................ 10

2.2 Questions and Answers ............................................................................................... 10

2.3 Timeline of Events ....................................................................................................... 11

2.4 Mandatory Pre-Offer Conference ................................................................................. 12

2.5 Addendum to the solicitation ........................................................................................ 12

2.6 Contract Formation ...................................................................................................... 12

2.7 Disclosure of Offer Contents ........................................................................................ 12

2.8 Withdrawal or Withdrawal of Offers .............................................................................. 12

2.9 Diversity ....................................................................................................................... 12

SECTION 3. GENERAL AND SPECIAL INSTRUCTIONS ................................................... 12

3.1 Introduction .................................................................................................................. 12

3.2 MFMP Registration ...................................................................................................... 13

3.3 Florida Substitute Form W-9 Process ........................................................................... 13

3.4 How to Submit an Offer ................................................................................................ 13

3.5 Responsive Requirements ........................................................................................... 14

3.6 Contents of Technical Portion of the Offer.................................................................... 15

3.7 Redacted Submissions ................................................................................................ 17

3.8 Additional Information .................................................................................................. 18

3.9 Price Sheet Instructions ............................................................................................... 18

3.10 Subcontracting ............................................................................................................. 18

3.11 Cooperation with the Inspector General ....................................................................... 19

SECTION 4. SELECTION METHODOLOGY ........................................................................... 19

4.1 Evaluation Criteria: ....................................................................................................... 19

4.2 Evaluation Scoring ....................................................................................................... 20

4.3 Evaluation of the Offer ................................................................................................. 21

4.4 Beginning of Contract (BOC) Transition Services......................................................... 22


4.5 Negotiations ................................................................................................................. 23

4.6 Basis of Award ............................................................................................................. 24

4.7 Offer Disqualification .................................................................................................... 24

4.8 Identical Tie ................................................................................................................. 24

SECTION 5. AWARD ........................................................................................................... 24

5.1 Agency Decision .......................................................................................................... 24

ATTACHMENTS: ATTACHMENT A – STATEMENT OF WORK

APPENDIX 1 – OPEN TEXT PROCESS APPENDIX 2 - COST SAVINGS AND VALUE ADDED WORKSHEET

ATTACHMENT B – DRAFT CONTRACT ATTACHMENT C – PRICE SHEETS REQUIRED FORMS:

FORM 1 –CONTACT INFORMATION FORM 2 – NOTICE OF CONFLICT OF INTEREST FORM 3 – NON-COLLUSION AFFIDAVIT FORM 4 – STATEMENT OF NO INVOLVEMENT FORM 5 – BUSINESS/CORPORATE REFERENCE FORM FORM 6 – ADDENDUM ACKNOWLEDGEMENT FORM FORM 7 - SUBCONTRACTING FORM 8 – RESPONSIVE REQUIREMENTS

THIS SPACE INTENTIONALLY LEFT BLANK.


SECTION 1. INTRODUCTION 1.1 Solicitation Overview

The State of Florida, Department of Management Services (Department), Division of Retirement

(Division) is issuing this solicitation to establish a contract for Information Technology Operations and Maintenance (O&M) Services as described more particularly in ATTACHMENT A – STATEMENT OF WORK. This solicitation will be administered through the Vendor Bid System (VBS). Vendors interested in submitting an Offer must comply with all terms and conditions described in this solicitation.

The Department intends to make a single award. However, the Department reserves the right to make multiple awards or make no awards.

1.2 Background

The Department invites interested vendors to submit responses in accordance with these solicitation documents. The purpose of this solicitation is to establish a contract for supplying Information Technology Management Services to the Division.

The Division administers the Florida Retirement System (FRS) Pension Plan and other statewide retirement systems, offering a wide range of information and administrative services to over 1 million active and retired members through more than 1,000 employing agencies. In addition, the Division monitors 491 local government retirement plans in Florida for actuarial soundness. These local plans provide retirement, death, and/or disability benefits for about 102,000 active members and nearly 89,000 retirees and beneficiaries. The Division also has oversight responsibility for the Municipal Police and Firefighters’ Pension Plans authorized under Chapters 175 and 185 of the Florida Statutes.

The FRS was established in 1970 as a consolidated statewide retirement system for Florida's public employees. Today, the FRS is the primary retirement plan for employees of Florida's state and county government agencies, district school boards, and community colleges and universities, as well as for participating employees of the cities and independent special districts in Florida that have elected to join the system (dependent districts of participating local governments are compulsory participants). The FRS currently offers a defined benefit plan that provides retirement, disability, and death benefits for over 626,000 active members and over 377,000 retirees, surviving beneficiaries, and over 34,000 DROP participants. In addition, the FRS offers an integrated defined contribution plan alternative to the defined benefit plan with more than 112,000 members. There are also nonintegrated defined contribution plans offered to eligible employees through programs covering about 21,000 active members.

In 2001, the Division outsourced all information technology (IT) related functions. The Division’s current contractor for IT Operations and Maintenance services is Deloitte Consulting LLP. This includes the maintenance, support, and enhancement of all existing custom applications, full-time administrative support of the Division’s servers, network, and telecommunications infrastructure, and help desk support for the Division’s approximately 200 employees.

The current contract is due to expire June, 30, 2017. If necessary, a six month extension of this termination date may be available.


The Division maintains three core applications to administer the FRS. These are the internal line of business application, the online self-service website, and the customer relationship management application. A description of the applications and core functionalities of each are provided below.

Integrated Retirement Information System (IRIS) is a custom internal line of business application designed and developed to handle all essential business functions for the Division and to facilitate communication with employers, active members, retirees, and business partners. The application encompasses functionality to take a member of the FRS from the preliminary stages of employment to the end of employment, including retirement. The IRIS application has several modules that align with the organizational structure of the FRS. These modules include Benefit Payments, Benefit Calculations, and Enrollment and Contributions. At a high level, the application has the ability to track employer contributions for members on a monthly basis, calculate benefit estimates, process employee retirements such as DROP and service retirements, and issue warrants to retirees on both a monthly and weekly basis. The IRIS system generates information for multiple state agencies, numerous insurance companies, several optional provider companies, the Internal Revenue Service, and external business partners.

FRS Online is a website that provides self-service functionality to members, retirees, agencies and other constituents. Members can view their service history as well as calculate their own benefit estimates. Retirees can view their payment history, deduction information, and 1099R information. Agencies can enroll employees, maintain and submit employer payroll reports, view contribution summaries, and submit online death notices. Insurance Companies can maintain deduction information for their participants.

Customer Relationship Management (CRM) is a web based application that can be utilized to manage and analyze customer interactions with the FRS Contact Center. This application also provides the ability to log and work both phone and email activities/cases, -and to import CRM cases to the IRIS application for further processing.

IRIS, FRS Online and CRM are made up and supported by several custom and third party software components. See ATTACHMENT A – STATEMENT OF WORK, SECTION 3.1.5 for a list of the components and the corresponding technology used.

1.3 Statement of Objectives The Division is seeking a service provider through this procurement that can not only maintain the current application(s), but can implement solutions that will achieve the below objectives. This provider will fulfill a crucial role in working with and helping the Division to create efficiencies and improve processes in the future.

These objectives supplement the requirements in ATTACHMENT A - STATEMENT OF WORK (SOW) and provide a higher level perspective of the Division’s IT goals. Offerors shall include best practices solutions that best support the objectives, even where such best practices elements are not specifically contemplated or articulated in the requirements or the SOW. The Division will consider these proposed best practices solutions and evaluate their ability to support the objectives where appropriate and cost justified to provide best value to the Division. Objectives will be evaluated as a component of the Selection Methodology as specified in SECTION 4.0.

1.3.1 Statement of Objectives Table and Instructions The table below contains the objectives for this procurement. Responding Offerors are to fill out the last column of this chart detailing the page number and section of their reply that


provides best practice solutions that address the corresponding objective. Responding Offerors may contact the Procurement Officer for an MS Excel version of the table below.

Statement of Objectives

Objective Number

Objective Description Page and Section Reference in the

Reply

1 Takeover of the current operations and management services

Services outlined in the SOW

2 Perform enhancements to the current system as needed for business purposes

These enhancements should provide functional process improvements and create efficiencies in both the existing system and FRS on-line applications. See SECTION 1.3.2 below for additional detail on functional enhancement objectives.

3 Update the FRA On-line application

The current FRS on-line application is dated in it’s look and feel and does not support social media or mobile usage. See SECTION 1.3.2 below for additional detail on functional enhancement objectives.

4 Improve customer service levels

While currently providing good customer service, the Division is looking for innovative ideas to further improve this service. See SECTION 1.3.2 below for additional detail on functional enhancement objectives.

5 Provide a technology refresh

Work with the Department to reqularly assess the solution(s) platform so that technology components, including hardware and software, do not get outdated over the life of the contract. Balance functionality, stability, security, and cost considerations.


6 Enhance agility in Systems and Processes

The Division seeks flexible, adaptable processes. IT organization, and services should enable rapid responses to changes in statutes and technology, The service should increase the capability and capacity for parallel support for major projects and change requests, and improve the transparency and communications of progress for both major projects and change requests.

7 Support robust cyber-attack detection and prevention

There should ve a sharp focus on tools and methods for cyber-attack detection with an emphasis on prevention.

8 Further integrate with enhanced CRM functionality

The services should integratefuture enhancements of the CRM functionality with the existing application

Provide a response to the Statement of Objectives in Tab 4. The Offeror is to describe its understanding of the objectives and how its proposed solution meets the overall intent of the objective. At a minimum, the description is to include, but not be limited to, the following:

Response to Statement of Objectives Address all objectives and describe how each objective is supported by the functionality, technology, and operations of the proposed solution. If applicable, identify where specific elements of the proposed solution differ from the requirements of the SOW and indicate how the proposed solution better meets the objectives.

Cross Reference to Other Sections of the Offeror’s Response In order to substantiate the response to the required objectives and to demonstrate alignment between the objectives and the Offeror’s reply to the technical requirements in the SOW, the Offeror is to detail in the format specified above the specific section references to other elements of the Offeror’s response to the SOW which address each objective.

Special Instructions for Statement of Objectives Offerors may propose optional innovative solutions to objectives which introduce innovative best practices that enable the Division to focus on the automation orand outsourcing of operational functions and manually intensive processes.

1.3.2 Functional Enhancement Objectives The Department has set aside a defined annual number of hours of enhancement support during the duration of the contract and is seeking innovative and cost effective means of maximizing the value of these enhancement support hours.


The Department has conducted a market analysis and identified a set of themes of innovative functional enhancement best practices directions in public sector retirement systems.

Within the response to Statement of Objectives #2, #3, and #4 in the table included in Section 1.3.1, the Offeror shall address 1.3.2.1 - 1.3.2.9 and how the Offeror proposes to cost effectively address them within the available annual enhancement hours.

Alternatively where the Offerer’s response includes solutions may exceed the available annual hours of enhancements, or require other hardware of software investments, this should be clearly identified and the Offerer should provide a summary of the benefits that may justify additional funding requests, with the understanding that such additional funding would require legislative budget requests and therefore should be considered options and not part of the base contract. Any such pricing information related to innovative solutions should be provided within ATTACHMENT C - PRICE SHEETS in the Options Summary tab, and this pricing is not included in the evaluation of pricing scoring.

1.3.2.1 Self-Service: An ambitious future-looking initiative for the retirement industry is to push as much of the retirement process online for the user. Currently, it is common for users to have control and access to basic information online, like address and beneficiary data. There is a movement to provide access and control to nearly everything.

1.3.2.2 Mobile: There is a definite shift of the channel used to access the on-line content, with trend to larger percentage of access from tablets and phones. This may be addressed with dedicated mobile applications or websites that are mobile friendly so that users can access them from tablets and phones.

1.3.2.3 Process Automation: Related to self-service functionality is the ability to automate processes end-to-end with no manual intervention required, with some states reporting significant success (90% or more of transactions and/or transaction volume) going straight through from customer self-service to completion with no manual staff intervention. The key drivers to achieve this is removing barriers for process automation whether internally or externally imposed, and a high degree of data management controls to guarantee data cleanliness.

1.3.2.4 Paper Reduction: There is a general trend to push paper out of the process wherever possible.

1.3.2.5 Customer Service: There is an increased focus on member engagement to drive reductions in call volume. The focus is on engaging with members earlier through social media channels and provide more information on-line to reduce the need for customer service calls. In addition, the use of virtual assistance and online chat and other methods can be considered in order to drive phone calls to the 2nd or 3rd option.


1.3.2.6 Plan Administration Flexibility: There is a need to be responsive to legislative mandates that demand quick turnaround on systems changes to support shifts in plan administration. Some states are introducing business rules engine to add flexibility and speed in changing business rules when required.

1.3.2.7 Workflow Control and Metrics: Additional workflow management tools and metrics to increase operational performance.

1.3.2.8 Employer Or Third Party Data Integration: Establishing stronger relationships with state participating employers and other third parties, and opening additional channels for data integration, collecting enhanced reporting data, and data error correction.

1.3.2.9 Data Analytics: Improved data analytics and reporting, supported by functionality and processes to enhance data completeness and accuracy.

1.4 Term

The initial term of the contract will be five years with up to five renewal years. The contract may only be renewed in accordance with section 287.057(13), Florida Statutes.

1.5 Definitions The following definitions apply to this solicitation, in addition to the definitions in the PUR 1000 and PUR 1001. Additional definitions may be found in the Statement of Work and in the draft Contract, ATTACHMENT A – STATEMENT OF WORK and ATTACHMENT B – CONTRACT. In the event any conflict exists between the definitions in these documents, the following definitions shall prevail.

1.5.1 Confidential Information – Any portion of an Offeror’s documents, data or records disclosed

relating to its Offer that the Offeror claims is confidential and not subject to disclosure pursuant to chapter 119, Florida Statutes, the Florida Constitution or any other authority and is clearly marked “Confidential.”

1.5.2 Contract – Any binding agreement that results from this competitive procurement, if any,

between the Department and the vendor. (This definition replaces the definition in the PUR 1000).

1.5.3 Offer – The formal response to an ITN. Also referred to as Response or Reply. 1.5.4 Offeror - A vendor who submits an Offer to this solicitation. 1.5.5 State – The State of Florida 1.5.6 Vendor(s) - An entity that is capable and in the business of providing a commodity or service

similar to those within the solicitation.

1.6 Special Accommodations Any person requiring a special accommodation due to a disability should contact the Department’s Americans with Disabilities Act (ADA) Coordinator at (850) 488-0439. Requests for accommodation for meetings must be made at least five working days prior to the meeting. A


person who is hearing or speech impaired can contact the ADA Coordinator by using the Florida Relay Service at (800) 955-8771 (TDD).

1.7 Procurement Officer The Procurement Officer is the sole point of contact as described in PUR 1001, Section 21. Procurement Officer for this solicitation is: Lori L. Anderson, FCCN, FCCM Purchasing Analyst Departmental Purchasing Florida Department of Management Services 4050 Esplanade Way, Suite 335.2Z Tallahassee, FL 32399-0950 Phone: (850) 488-0510 Email: [email protected] ***ALL EMAILS TO PROCUREMENT OFFICER SHALL CONTAIN THE SOLICITATION NUMBER IN THE SUBJECT LINE OF THE EMAIL. ***

SECTION 2. SOLICITIATION PROCESS 2.1 General Overview

The ITN is a method of competitively soliciting a commodity or contractual service under Chapter 287, Florida Statutes. Vendors can submit formal questions in writing to the Procurement Officer by the deadline listed in the Timeline of Events. Offers must be submitted by the deadline listed in the Timeline of Events.

The Department will hold a public opening of the Offers at the date, time and location belowThe Department will hold an Evaluator public meeting to discuss scoring and recommend vendor(s) to proceed to negotiations. Once negotiations have concluded and best and final offers have been received and reviewed, the Department will hold a Negotiation Team public meeting to recommend award to the vendor(s) who offers the best value to the state, based on the selection crtieria. The Department will post its decision on the Vendor Bid System.

2.2 Questions and Answers Offerors will address all questions during the Question and Answer period regarding this solicitation in writing to the Procurement Officer via email. The deadline for submission of questions is reflected in the Timeline of Events section.

The Department requests that all questions have the solicitation number in the subject line of the email. Questions are requested to be submitted in the following format:

Question # Vendor Name

ITN Section ITN Page # Question

Questions will not constitute formal protest of the specifications of the solicitation. Department answers to written inquiries will be issued by addendum via the Vendor Bid System.

mailto:[email protected]


2.3 Timeline of Events The table below contains the Timeline of Events for this solicitation. Offerors shall become familiar with the Timeline of Events. The dates and times within the Timeline of Events may be subject to change. It is the Offeror’s responsibility to check for any changes. All changes to the Timeline of Events will be made through an addendum to the solicitation. Offerors are responsible for submitting all required documentation by the dates and times specified below (Tallahassee, Florida local time). The Department will not consider late submittals.

Timeline of Events Event

Time (ET) Event Date

ITN posted on the VBS. 10/20/2016

Mandatory Pre-Offer Conference.

Division of Retirement

1317 Winewood

Building 8, Conference Room 313

Tallahassee, FL 32399

Conference Call Information: 1-800-670-3525

Participant Code: 5569023288#

4:00 p.m. 10/27/2016

Deadline to submit questions to the Procurement Officer. 2:00 p.m. 11/03/2016

Department’s anticipated posting of answers to Offeror’s questions on

the VBS. 11/15/2016

Deadline to submit Offer and all required documents to the

Procurement Officer. 2:00 p.m. 12/06/2016

Public Opening. 4050 Esplanade Way, Conference Room 109 Tallahassee, FL 32399

2:00 p.m. 12/06/2016

Evaluations Conducted. 12/07/2016 -

12/21/2016

Public Meeting for Evaluators to confirm scores.

4050 Esplanade Way, Suite 101




10:00 a.m. 12/27/2016

Anticipated date for Negotiations to be Conducted. 12/28/2016-

03/09/2017

Public Meeting for Negotiation Team to recommend award.

4050 Esplanade Way, Suite 101




2:00 p.m. 03/10/2017

Anticipated date to post Notice of Intent to Award. 03/28/2017

Anticipated contract start date. 07/01/2017


2.4 Mandatory Pre-Offer Conference The pre-offer conference will be held at the location referenced in the Timeline of Events. Attendance is mandatory. A representative of the Offeror must attend the conference in its entirety in person or by telephone to be considered eligible for award.

2.5 Addendum to the solicitation

The Department reserves the right to modify this solicitation by issuing an addendum posted on

the Vendor Bid System. It is the responsibility of the Offeror to check the Vendor Bid System for

any changes.

2.6 Contract Formation The Contract will consist of The ITN, ATTACHMENT A – STATEMENT OF WORK, ATTACHMENT B – CONTRACT and ATTACHMENT C - PRICE SHEETS and BAFOs as submitted by the awarded Offeror(s), and agreed upon by the Department upon which the award was based. No additional documents submitted by an Offeror will be incorporated in the Contract. During the solicitation period, the Department may specifically identify and incorporate by reference any additional documents which are to be incorporated into the Contract.

2.7 Disclosure of Offer Contents All documentation produced as part of any ITN will become the exclusive property of the

Department and will not be returned to the Offeror unless withdrawn prior to the ITN opening in

accordance with the Modification or Withdrawal of Offer section.

2.8 Modification or Withdrawal of Offers Offerors may modify the Offer at any time prior to the ITN due date by sending the modified Offer to the Procurement Officer. An Offer may be withdrawn by notifying the Procurement Officer in writing before the ITN opening.

2.9 Diversity The Department is dedicated to fostering the continued development and economic growth of minority, veteran and women owned businesses. Participation of a diverse group of Offerors doing business with the State of Florida is central to the Department’s effort. To this end, minority, veteran and women owned businesses are encouraged to participate in the state’s competitive, procurement process as both Contractors and subcontractors.

SECTION 3. GENERAL AND SPECIAL INSTRUCTIONS 3.1 Introduction

This section contains the General Instructions and Special Instructions to Offerors.

In the event any conflict exists between the Special Instructions and General Instructions, the Special Instructions shall prevail. The General Contract Conditions to Offerors (PUR 1000, 2006 version) are incorporated by reference and can be accessed at:

http://www.dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms




The General Instructions to Offerors (PUR 1001, 2006 version) are incorporated by reference and can be accessed at: http://www.dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms The following sections of the PUR 1001 (General Instructions) are inapplicable: 3.1.1 Section 3. Electronic Submission of Offers

Offers shall be submitted in accordance with the General Overview of this solicitation.

3.1.2 Section 5. Questions Questions shall be submitted in accordance with the Questions and Answers SECTION 2.2 of this solicitation.

3.2 MFMP Registration

The awarded Offeror(s), if any, must have completed this process prior to Contract execution. For additional information, please visit: https://vendor.myfloridamarketplace.com/.

The awarded Offeror(s) will be required to pay the required MFMP transaction fee(s) as specified in SECTION 14 of the PUR 1000, unless an exemption has been requested and approved prior to the award of the contract pursuant to Rule 60A-1.032 of the Florida Administrative Code.

3.3 Florida Substitute Form W-9 Process State of Florida vendors must register and complete an electronic Florida Substitute Form W-9. The Internal Revenue Service (IRS) receives and validates the information vendors provide on the Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit: http://www.myfloridacfo.com/Division/AA/StateAgencies/W-9Instructions022212.pdf

The awarded Offeror(s), if any, must complete this process prior to Contract execution.

3.4 How to Submit an Offer The Offeror shall submit: 3.4.1 Technical Portion of the Offer

The Technical portion of the Offer includes the information specified in SECTION 3.6 of this ITN. The Technical portion of the Offer will be submitted as follows. 3.4.1.1 One original version (hard copy) of the Technical portion of the Offer marked as

“Original”, with eight copies.

3.4.1.2 One copy of the entire Technical portion of the Offer in Adobe (.pdf) (this must not be a scanned document so that the contents are searchable), on a thumb drive. Large files may be included on separate thumb drives but must be properly labeled (Tab 1, Tab 2 etc.).

3.4.2 Attachment C - Price Sheets

The Price Sheets will be submitted in a separate Sealed Envelope from the Technical portion of the Offer as follows.



https://vendor.myfloridamarketplace.com/

http://www.myfloridacfo.com/Division/AA/StateAgencies/W-9Instructions022212.pdf


3.4.2.1 One original version (hard copy) of ATTACHMENT C – PRICE SHEETS marked as “Original” with eight copies.

3.4.2.2 One copy of the entire ATTACHMENT C – PRICE SHEETS for the Offer in Adobe

(.pdf) (this must not be a scanned document so that the contents are searchable) and a copy of ATTACHMENT C – PRICE SHEETS in Excel (.xls or .xlsx).

3.4.3 Redacted

3.4.3.1 One REDACTED scanned copy of the Offer, if applicable. Sealed Offers shall be clearly marked on the outside of the package with the solicitation number company name and Procurement Officer Name. Offers shall be submitted to the Procurement Officer at the address listed in the Procurement Officer section. Offers that fail to submit all required information may be deemed non-responsive. Offers are to be prepared simply and economically, providing a straightforward, concise delineation of the contractor’s capabilities to satisfy the requirements of this solicitation. The emphasis of each Offer should be on completeness and clarity of content.

3.5 Responsive Requirements Offerors shall provide the required documentation requested in this section and submit a completed Responsive Requirements, Form 8. An Offeror must meet the minimum qualifications listed in this solicitation in order to be considered for award. The Department will not review Offers from Offerors who do not provide documentation to support the ability to meet the minimum qualifications listed below and on Form 8, Responsive Requirements. 3.5.1 Was the Offer received by the date/time indicated in SECTION 2.3 Timeline of Events?

3.5.2 Certification that a representative of the Offeror attended the mandatory pre-offer

conference in its entirety in person or by telephone?

3.5.3 Certification that the Offeror or person submitting the Offer and its pricing on the Offeror’s behalf is authorized to respond to this solicitation on the Offeror’s behalf?

3.5.4 Certification that the Offeror is not a Discriminatory Vendor or Convicted Vendor as defined

in SECTIONS 7 and 8 of the PUR 1001 form.

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

3.5.5 Certification that the Offeror is in compliance with SECTION 9 of the PUR 1001 form.


3.5.6 Certification that the Offeror is not on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List.




https://www.sbafla.com/fsb/Portals/FSB/Content/Performance/Quarterly/2016_08_02_Web_Update_Prohibited_List.pdf

3.5.7 Certification that the Offeror will, if awarded, submit to the Department, at least annually, the completed signed Preferred Pricing Affidavit as outlined in SECTION 22 of the Contract.

3.5.8 Certification that the Offeror has a minimum of at least ten years’ experience providing the

services described in this solicitation?

3.5.9 Certification that the Offeror provided five completed Form 5, Business/Corporate References supporting its qualification under 3.5.8.?

3.5.10 Certification that the Offeror provided a completed Price Sheet, including pricing for initial

and renewal years? 3.5.11 Proof of the Offeror’s Letter of Credit? Offeror must submit a letter, with the response from

a surety company or bonding agent authorized to do business in the State of Florida and written on company letterhead, that documents the Offeror’s present ability to obtain a performance bond or irrevocable letter of credit in the amount of five percent of the annual contract amount, as bid by the Offeror.

3.5.12 Proof of the Offeror’s Dunn & Bradstreet business credit report. Submit a Dunn & Bradstreet

business credit report created within the previous 30 days of this ITN’s submission deadline per the Timeline of Events. This is to be obtained at the Offeror’s expense.

3.5.13 Proof of the Offeror’s Articles of Incorporation and/or Florida Department of State

registration.

NOTE: Pursuant to Section 607.1501, Florida Statutes, out-of-state corporations are required to obtain a Florida Certificate of Authorization pursuant to Section 607.1503(1), Florida Statutes, from the Florida Department of State, Division of Corporations, to transact business in the State of Florida. The Offeror agrees to attain such authorization within seven business days of notice of award, should the Offeror be awarded. Website: www.sunbiz.org

3.6 Contents of Technical Portion of the Offer

Offers are to be organized in sections as directed below. Complete each section entirely or the Offer may be deemed non-responsive. Submit the following sections of the Offer in one, sealed package to the Procurement Officer.

Organize each Offer as follows:

Tab 1 A cover letter on the Offeror’s letterhead with the following information:

a) Company name and physical address b) Primary location from where the work will be performed c) Contact information for primary point of contact d) Federal Employer Identification (FEID) Number



http://www.sunbiz.org/


Tab 2 Completed FORMS and ATTACHMENTS:

FORM 1 – CONTACT INFORMATION FORM 2 – NOTICE OF CONFLICT OF INTEREST FORM 3 – NON-COLLUSION AFFIDAVIT FORM 4 – STATEMENT OF NO INVOLVEMENT FORM 5 – BUSINESS/CORPORATE REFERENCE FORMS FORM 6 – ADDENDUM ACKNOWLEDGEMENT FORM FORM 7 – SUBCONTRACTING FORM 8 – RESPONSIVE REQUIREMENTS

Tab 3 Responsive Requirements and Required Documentation as indicated in SECTION 3.6

Tab 4 Response to the ITN requirements

Please provide the following information in the Offer which will be evaluated against the criteria listed in the Selection Methodology section.

Narrative on Industry Experience and Corporate Capability Provide a narrative on the Offeror’s relevant experience and ability to provide the services requested or similar services as follows:

o Industry Experience: Offeror’s experience in providing similar services to other governmental and private retirement programs.

o Corporate Capability: Offeror’s stability, financial strength and background experience for taking on initiatives of this size, duration, and complexity.

Business/Corporate References Provide five business/corporate references with the Offer, utilizing FORM 5 - BUSINESS/CORPORATE REFERENCE FORM of this solicitation, to support the requirements of the Business/Corporate Experience. References are to be directly relevant to the services in the solicitation. The Department intends to contact these references during the evaluation process. Incomplete Business/Corporate Reference forms will not be evaluated. References will not be accepted from: o Current employees of DMS. o Former employees of DMS within the past three years. o Persons currently or formerly employed by the Offeror’s organization. o Board members of the Offeror’s organization. o Relatives. o Corporations based solely in a foreign country. o A member of the Offeror’s organization, who has written, completed and submitted

the form on behalf of the reference. o Subcontractors of the Offeror o Entities having an affiliation with the Offeror (i.e. currently parent, subsidiary having

common ownership, having common directors, officers or agents or sharing profits or liabilities).


The same client may not be listed for more than one reference and confidential clients shall not be included. In the event the Offeror has had a name change since the time work was performed for a listed reference, the name under which the Offeror operated at that time must be provided in the space provided for Prospective Vendor’s Name. The Respondent shall include with its response a completed FORM 5 - BUSINESS/CORPORATE REFERENCE FORM for at least five separate and verifiable references. The FORM 5 - BUSINESS/CORPORATE REFERENCE FORM must include the dated, original signature of the business/corporate reference. Each dated, signed reference must be provided in an individual envelope that contains the reference’s signature across the sealed flap. The Department will not accept any references that are not included with the Respondent’s proposal in the manner specified. The Agency reserves the right to contact references other than those identified by the Respondent to obtain additional information regarding past performance. Any information obtained as a result of such contact may be used to determine whether or not the Respondent is a “responsible Vendor”, as defined in Section 287.012(25), Florida Statutes.

Vendor’s Proposed Technical Solution Fully describe the Offeror’s plan to fulfill the requirements and for carrying out the services requested in ATTACHMENT A - STATEMENT OF WORK, in addition to Offeror’s response to the Statement of Objectives in SECTION 1.3.1 of this ITN.

Tab 5 Price Sheets - ATTACHMENT C

Offeror’s shall submit the Price Sheets as specified in SECTION 3.9 and in the price sheet instructions.

3.7 Redacted Submissions

The following subsection supplements Section 19 of the PUR 1001. If an Offeror considers any portion of the documents, data or records submitted in its Offer to this solicitation to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, Offeror is to mark the document as “Confidential” and simultaneously provide the Department with a separate redacted copy of its Offer Include the specific statutory citation for such exemption. On the redacted copy provide the Department’s solicitation name, number and the Offeror’s name on the cover and clearly title it as, “Redacted Copy.” Only redact those portions of material that the Offeror claims is confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority. In the event of a request for public records pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, to which documents that are marked as confidential are responsive, the Department will provide the Redacted Copy to the requestor. If a requestor asserts a right to the Confidential Information, the Department will notify the Offeror that such an assertion has been made. It is the Offeror’s responsibility to assert that the information in question is exempt from disclosure under Chapter 119 or other applicable law. If the Department becomes subject to a demand for discovery or disclosure of the Confidential Information of the Offeror in a legal proceeding, the Department shall give the Offeror prompt notice of the demand prior to releasing the information (unless otherwise prohibited by applicable law). The Offeror shall be responsible


for defending its determination that the redacted portions of its Offer are confidential, proprietary, trade secret or otherwise not subject to disclosure. The Department may use counsel of its choosing to defend any such claims, and the Offeror shall promptly pay the Department’s invoices for legal services on a monthly basis for all costs and expenses, including legal fees, incurred in defending such claims. By submitting an Offer, the Offeror agrees to protect, defend and indemnify the Department for any and all claims arising from or relating to the Offeror’s determination that the redacted portions of its Offer are confidential, proprietary, trade secret or otherwise not subject to disclosure. If the Offeror fails to submit a redacted copy of information it claims is confidential, the Department will not be held responsible for producing the entire documents, data or records submitted to the Department in answer to a public records request for these records.

3.8 Additional Information

By submitting an Offer, the Offeror certifies that it agrees to and satisfies all criteria specified in this solicitation. The Department may request and the Offeror shall provide, supporting information or documentation. Failure to supply supporting information or documentation as required and requested may result in the Offer being deemed non-responsive.

3.9 Price Sheet Instructions

3.9.1 The Offeror must submit completed Price Sheet(s) (ATTACHMENT C) including the initial and renewal periods.

3.9.2 The Offeror shall provide a price(s) in each cell of each Price Sheet submitted. FAILURE

TO PROVIDE A PRICE IN EACH CELL MAY RESULT IN THE DEPARTMENT DEEMING THE OFFEROR’S PRICE SHEET(S) NON-RESPONSIVE.

3.9.3 The Offeror shall use legible handwriting, if applicable, when completing the Price Sheet(s). 3.9.4 If mathematical error(s) in an Offeror’s price sheet calculations are identified by the

Department, unit prices submitted by the Offeror will be used to determine the total price for that Offeror. Price(s) may be finalized based on a confirmed seek to clarify by the Department to the vendor and if applicable, corrected price sheets.

3.10 Subcontracting

The Contractor shall be fully responsible for all work performed under the Contract. Any Contractor shall use only those subcontractors properly and specifically identified in FORM 7 - SUBCONTRACTING of the Offer, except as permitted below. See SECTION 1.7 and SECTION 5 of ATTACHMENT A - STATEMENT OF WORK for additional requirements related to subcontracting.

3.10.1 Subcontracting after Contract Execution

To subcontract any services to a subcontractor not originally identified in the Offer, a Contractor shall submit a written request to the Department’s Contract Manager identified in the Contract. The written request shall include, but is not limited to, the following:

The name, address and other information identifying the subcontractor;

Type of services to be performed by the subcontractor;

Time of performance for the identified service;


How the Contractor plans to monitor the subcontractor’s performance of the identified services;

Certification that the subcontractor has all licenses and county authority, as applicable, and/or has satisfied all legal requirements to provide the services to the Department. Also, the Contractor shall certify that the subcontractor is approved by the Florida Department of State to transact business in the State of Florida. If the subcontractor is an out-of-state company, it must have a Florida Certificate of Authority from the Department of State, Division of Corporations, to transact business in the State of Florida. For additional information, please visit the following website: www.sunbiz.org

A copy of the written subcontract agreement; and

Acknowledgement from the subcontractor of the Contractor’s contractual obligation to the Department and that the subcontractor agrees to comply with all terms and conditions of the resulting Contract.

The Contractor acknowledges that it shall not be released of its contractual obligation to the Department because of any subcontract. The Contractor is solely responsible for ensuring the subcontractor maintains the insurance as required. The Department shall treat the Contractor’s use of a subcontractor not contained herein and/or approved by the Department as a breach of this Contract.

3.11 Cooperation with the Inspector General Pursuant to section 20.055(5), Florida Statutes, the Contractor and any subcontractors understand and will comply with their duty to cooperate with the inspector general in any investigation, audit, inspection, review or hearing.

SECTION 4. SELECTION METHODOLOGY 4.1 Evaluation Criteria

The Evaluators will independently review and evaluate the responsive Offers using the criteria listed below:

Scoring Guidelines

Understanding: The knowledge of and familiarity with the subject and demonstrated comprehension of the requested individual components and the whole.

Functionality: The quality of having a practical use; the quality of being functional; the particular use or set of uses for which something is designed; the sum or any aspect of what a product can do for a user.

Capability: The ability to meet the stated requirements through a set of controllable and measurable faculties, features, functions, processes, or services.



Assessment Assessment Description Evaluator Score

Poor Lack of understanding of the project; or

Below minimum required functionality; or

Fails to demonstrate capability.

0

Marginal Insufficient project understanding; or

Partially addresses minimum required functionality; or

Presents limited capability.

1

Adequate General understanding of the project; or

Meets minimum required functionality; or

Provides acceptable capability.

2

Good Above-average understanding of the project;

Partially exceeds minimum required functionality; and

Provides above-average capability.

3

Exceptional Demonstrates superior understanding of the project;

Partially exceeds minimum required functionality; and

Provides excellent and innovative capability.

4

4.2 Evaluation Scoring

Industry Experience: 45 Points Max

Corporate Capability: 20 Points Max

Technical Response: 115 Points Max

o Enhancements: 30 Points

o Technical Support Services: 30 Points

o End of Contract Transition Responsibilities: 10 Points

o Staffing: 45 Points

Objectives: 45 Points Max

Pricing Response (ATTACHMENT C – PRICE SHEETS): 105 Points Max

4.2.1 Evaluation Definitions

Understanding: The knowledge of and familiarity with the subject and demonstrated comprehension of the requested individual components and the whole.

Functionality: The quality of having a practical use; the quality of being functional; the particular use or set of uses for which something is designed; the sum or any aspect of what a product can do for a user.

Capability: The ability to meet the stated requirements through a set of controllable and measurable faculties, features, functions, processes, or services.


4.3 Evaluation of the Offer Offer for Services Evaluation of the Offeror’s experience and ability to provide services will be based upon information contained in the entire Offer, but primarily on the information contained in Tab 4 of the Offer. The Department may select one or more Offerors within the competitive range with which to commence negotiations with.

4.3.1 Industry Experience Tab 4 of the Offeror’s Offer and References submitted by the

Offeror. Evaluators will consider the following questions for Experience: a. Has the Offeror demonstrated via the Offer that it has experience in performing contracts

of similar size and scope for the services sought for other governmental and private retirement programs?

b. How well did the Offeror convey the ability to provide these services? c. Are there any issues or concerns identified regarding Offeror’s experience and ability to

provide the services? d. How relevant are the services described in the references to the services sought via the

ITN? e. How well do the references demonstrate Offeror’s experience in performing contracts

of similar size and scope for the services sought? f. How well do the references demonstrate Offeror’s ability to provide the requested

services? g. Are there any issues or concerns identified by the references?

4.3.2 Corporate Capability Included in Tab 4 of the Offeror’s Offer Evaluators will consider the following questions related to Corporate Capability: a. How well did the Offeror convey the ability to provide these services? b. How well has the Offeror demonstrated via the Offer an understanding of the services

being sought? c. General financial strength – determined by a Dunn and Bradstreet risk indicator and

financial strength indicator. d. How well does the offer demonstrate the Offeror’s corporate stability, financial strength

to handle a contract of this scope and size?

4.3.3 Technical Response Included in Tab 4 of the Offeror’s Offer. Evaluation of the Offeror’s proposed technical solution will be based upon information contained in the entire Offer, but primarily on the information contained in Tab 4 of the Offer. Evaluators will consider the following questions. a. How well does the summary of the solution, and the explanation of why it is the best

solution for the state, address and meet the goals, needs and expectations of the State? b. How well does the Offeror understand the goals to be achieved via this solicitation? c. Does the proposed staffing structure include the necessary staff with the relevant

qualifications and experience to manage a contract of this scope and size? d. Does the Offeror’s Offer demonstrate adequate staffing levels with appropriate

professional certifications and credentials necessary to perform the services?

4.3.4 Objectives included in Tab 4 of the Offeror’s Offer. Evaluation of the Offeror’s proposed solution(s) may be based upon information contained in the entire Offer, but primarily on the information contained in Tab 4 of the Offer. Evaluators will consider the following questions:


a. How well does the summary of the solution, including any related solutions to the requirements in the SOW, and the explanation of why it is the best solution for the state, address and meet the specific Objectives?

b. How well does the Offeror understand the Objectives to be achieved via this solicitation?

4.3.5 ATTACHMENT C - PRICE SHEETS (105 available points). Evaluation of the Offeror’s pricing will be based on the formula below. a. Original Contract Term (75 Max Points)

Sum of Year 1 + Year 2 + Year 3 + Year 4 + Year 5 = 75 Points Max

b. Renewal Years (30 Max Points)

Sum of Year 1 + Year 2 + Year 3 + Year 4 + Year 5 = 30 Points Max The Department will consider the total fee (O&M and Enhancements) for each year of the Contract, including renewal years as submitted by the Offeror. The Offeror with the lowest overall fee total will receive the maximum points allowed. Each additional Offeror will be awarded the fraction of the maximum points allowed relative to the lowest overall fee total. Evaluation of the Offeror’s price as submitted on ATTACHMENT C. The Price Sheet will be calculated and scored by the Procurement Officer. The score will be based upon the following formula that compares the Offeror’s overall fee (OOF) total (OOFn) for initial term years and OOFr for renewal years) to the LOFn and LOFr : ((Lowest overall fee sum of Year 1 + Year 2 + Year 3 + Year 4 + Year 5 / Offeror’s overall fee sum of Year 1 + Year 2 + Year 3 + Year 4 + Year 5) x 75 points) + (Lowest overall fee sum of renewal Year 1 + Year 2 + Year 3 + Year 4 + Year 5 / Offeror’s overall fee sum of renewal Year 1 + Year 2 + Year 3 + Year 4 + Year 5) x 30 points) = Points Awarded.

4.4 Beginning of Contract (BOC) Transition Services The Offeror’s response to this section will not be scored. However, this section will be reviewed to determine whether the Offeror’s plan for transition services provides a feasible approach in the the Offeror’s proposed solution. The Department anticipates that the new contract period will begin July 01, 2017; with BOC Transition Services taking place prior to the end of the calendar year 2017, if a new vendor is awarded the Contract. BOC Transition Services are the activities that will take place to transfer knowledge and and service provision to a new Contractor if a vendor other than the incumbent is awarded the Contract. The responses to SECTION 6.1 of ATTACHMENT A, SOW, shall be


included in the Offeror’s response. The Department’s objectives during this Transition period are to:

Transition the Operations and Maintenance services for IRIS, FRS Online and CRM in a seamless fashion, with minimal disruption to end-user experience

Transition within six months of contract initiation (July 1, 2017).

4.5 Negotiations Selected Offeror(s) will be invited to provide more detailed clarifications of their Offers, to provide interactive presentations of their solution and/or to enter into negotiations with the Department. The Department reserves the right to negotiate concurrently or sequentially with competing Offeror(s). Negotiations will not be open to the public, but will be recorded. Negotiation meetings will be conducted in Tallahassee, Florida. The Department reserves the right to schedule negotiations at a different location in the state. The Department may distribute an agenda in advance of the first negotiation session. Representatives for each Offeror should plan to be available, at least by telephone, without interruptions, for the entirety of the Offeror’s scheduled negotiation meeting. Negotiations will include discussions of the statement of work and related services to be provided by the Offeror until acceptable contract terms and conditions are agreed upon or it is determined that an acceptable agreement cannot be reached. This process will continue until the Department releases a request for Best and Final Offer(s) (BAFO). The Department reserves the right to end negotiations with an Offeror and continue with other Offerors.

4.5.1 Other Department Rights During Negotiations

The Department reserves the right at any time during the negotiation process to:

Schedule additional negotiating sessions with any or all responsive vendors.

Require any or all responsive vendors to provide additional, revised or final written replies addressing specific topics.

Require any or all responsive vendors to provide a written BAFO.

Require any or all responsive vendors to address services, prices, or conditions offered by any other vendor.

Pursue a contract with one or more responsive vendors for the services encompassed by this solicitation, including any addendums thereto and any request for additional, revised or final written replies or request for best and final offers.

Pursue the division of contracts between responsive vendors by type of service or geographic area, or both.

Arrive at an agreement with any responsive vendor, finalize principal contract terms and conditions with such vendor and terminate negotiations with any or all other vendors, regardless of the status of or scheduled negotiations with such other vendors.

Decline to conduct further negotiations with any vendor.

Re-open negotiations with any vendor.

Take any additional administrative steps deemed necessary in determining the final award, including additional fact-finding, evaluation or negotiation where necessary and consistent with the terms of this solicitation.

Review and rely on relevant information contained in the offers.


The Department has sole discretion in deciding whether and when to take any of the foregoing actions, the scope and manner of such actions, the responsive vendor or vendors affected and whether to provide concurrent public notice of such decision.

4.6 Basis of Award A contract(s) will be awarded to the responsible and responsive vendor(s) who’s BAFO the Department determines will provide the best value to the State based on the selection criteria.The Department will consider the total cost for each year of the Contract, including initial and renewal years as submitted by the Offeror.

The Department has the right to use any or all ideas or adaptations of the ideas presented in any Offer. Selection or rejection of an Offer will not affect this right.

The Department reserves the right to award as determined to be in the best interest of the state and to accept or reject any and all Offers or separable portions and to waive any minor irregularity if the Department determines that doing so will serve the best interest of the state. An irregularity is not material and therefore, minor, when it does not give the Offeror a substantial advantage over other Offerors and thereby restrict or stifle competition.

4.7 Offer Disqualification

Offers that do not meet all requirements, specifications, terms and conditions of the solicitation or fail to include all required information, documents or materials may be rejected as non-responsive. Offers that contain provisions that are contrary to the requirements of the solicitation are not permitted. Offers with alternate provisions and conditions that are not consistent with the primary goals of the solicitation may be deemed non-responsive. Vendors who’s past performance or current status does not reflect the capability, integrity or reliability to fully and in good faith perform the requirements of this solicitation may be deemed non-responsible and their Reply found non- responsive. The Department reserves the right to determine which Offers meet the requirements of this solicitation and which vendors are responsive and responsible.

4.8 Identical Offers

In the event that the Department receives two identical Offers, the Department will select an Offeror based on the criteria identified in Rule 60A-1.011, Florida Administrative Code, and other applicable law.

SECTION 5. AWARD 5.1 Agency Decision

The Department will post a Notice of Intent to Award to enter into one or more contracts with the Offeror(s) identified therein, on the VBS website: http://vbs.dms.state.fl.us/vbs/main_menu. If the Department decides to reject all Offers, it will post its notice on the VBS website: http://vbs.dms.state.fl.us/vbs/main_menu.

THIS SPACE INTENTIONALLY LEFT BLANK.

http://vbs.dms.state.fl.us/vbs/main_menu

http://vbs.dms.state.fl.us/vbs/main_menu


FORM 1 – CONTACT INFORMATION

For solicitation purposes, the Offeror’s contact person shall be:

For contractual purposes, should the Offeror be awarded, the contact person shall be(if this column is blank, the contact person for solicitation purposes shall be the contact person for contractual purposes):

Name

Title

Company Name

Address

Telephone

Fax

E-mail

FEID #

Name of Offeror’s Organization Signature of Authorized Representative and Date

Print Name


FORM 2 - NOTICE OF CONFLICT OF INTEREST

Company Name

For the purpose of participating in the solicitation process and complying with the provisions of Chapter 112, of the Florida Statutes, the company states as follows:

The persons listed below are corporate officers, directors or agents and are currently employees of the State of Florida or one of its agencies:

The persons listed below are current State of Florida employees who own an interest of ten percent (10%) or more in the company named above:


Print Name


FORM 3 - NON-COLLUSION AFFIDAVIT

STATE OF

COUNTY OF

I state that I of ,

(Name and Title) (Name of Firm)

am authorized to make this affidavit on behalf of my firm and its owner, directors and officers. I am the person

responsible in my firm for the price(s) and amount(s) of this Offer, and the preparation of the Offer. I state that:

1. The price(s) and amount(s) of this Offer have been arrived at independently and without consultation,

communication or agreement with any other Provider, potential provider, Offer, or potential Offer.

2. Neither the price(s) nor the amount(s) of this Offer, and neither the approximate price(s) nor approximate

amount(s) of this Offer, have been disclosed to any other firm or person who is a Provider, potential Provider,

Offer, or potential Offer, and they will not be disclosed before Offer opening.

3. No attempt has been made or will be made to induce any firm or persons to refrain from submitting an Offer

for this contract, or to submit a price(s) higher that the prices in this Offer, or to submit any intentionally high

or noncompetitive price(s) or other form of complementary Offer.

4. The Offer of my firm is made in good faith and not pursuant to any agreement or discussion with, or

inducement from, any firm or person to submit a complementary or other noncompetitive Offer.

5. , its affiliates, subsidiaries, officers, director, and employees

(Name of Firm)

are not currently under investigation, by any governmental agency and have not in the last three years been

convicted or found liable for any act prohibited by state or federal law in any jurisdiction, involving conspiracy

or collusion with respect to Offer, on any public contract, except as follows:

I state that I and the named firm understand and acknowledge that the above representations are material and

important, and will be relied on by the State of Florida for which this Offer is submitted. I understand and my firm

understands that any misstatement in this affidavit is, and shall be treated as, fraudulent concealment from the State

of Florida of the true facts relating to the submission of Offers for this contract.

Dated this day of 2016.

Name of Organization:

Signed by:

Print Name

Being duly sworn deposes and says that the information herein is true and sufficiently complete so as not to be misleading.

Subscribed and sworn before me this day of 2016.

Notary Public:

My Commission Expires:


FORM 4 - STATEMENT OF NO INVOLVEMENT

I, , as an authorized representative of the proposing company, certify that no member of this company nor any person having any interest in this company has been involved with the Department of Management Services to assist it in:

1. Developing this solicitation; or,

2. Performing a feasibility study concerning the statement of work, if applicable.


Print Name


FORM 5 – BUSINESS/CORPORATE REFERENCE The vendor shall obtain five separate business references for this solicitation.

This form must be completed by the person giving the reference for the Offeror. For purposes of completing this form, the Offeror is the business entity that currently or has previously provided services to your organization and is submitting a response to a solicitation. Upon completion of this form, please return the original form to the Offeror.

This business reference is for (Offeror’s Name):

Name of the person providing the reference:

Title of person providing the reference:

Organization name of person providing the reference:

Telephone number of the person providing the reference:

Please identify your relationship with the Offeror (e.g., subcontractor, customer, etc.).

How many years have you done business with the Offeror? ___________________________________________________________ Please provide dates:_____________________________________________________________________________________________ If a customer, please describe the primary service the Offeror provides your organization.

Did the Offeror act as a primary provider or as a subcontractor?________________________________________________________ Do you have a business, profession, or interest in the Offeror’s organization? If yes, what is that interest?

Have you experienced any contract performance problems with the Offeror’s organization?

Would you conduct business with the Offeror’s organization again?_____________________________________________________ Are there any additional comments you would like to make regarding the Offeror’s organization?

Dated this day of 2016.

Name of Organization:

Signed by:

Print Name

Being duly sworn deposes and says that the information herein is true and sufficiently complete so as not to be misleading.

Subscribed and sworn before me this day of 2016.

Notary Public:

My Commission Expires:


FORM 6 – ADDENDUM ACKNOWLEDGEMENT FORM This acknowledgment form serves to confirm that the Offeror has reviewed and accepted all Addendum(s) to the solicitation posted on the Vendor Bid System (VBS).

Please list all Addendum(s) below.


Print Name


FORM 7 – SUBCONTRACTING

The Offeror shall complete the information below on all subcontractors that shall provide services to the Offeror to meet the requirements of the resultant contract, should the Offeror be awarded. Submission of this form does not indicate the Department’s approval, but provides the Department with information on proposed subcontractors for review. Please complete a separate sheet for each subcontractor. There will be subcontractors for this solicitation YES ____ NO ____ (place a checkbox where applicable). If not, vendors are not required to complete the remainder of this form.

Service:

Company Name:

Contact:

Address:

Telephone:

Fax:

Current Registered as Certified Minority Business Enterprise (CMBE) or Women-Owned Business (WBE)?

Yes ________ No ___________

Occupational License No:

Acknowledgement from Offeror that this subcontractor has successfully complied with the "Subcontractor Acceptance Process":

Yes ________ No ___________

W-9 verification:

Yes ________ No ___________

In a job description format, describe below the responsibilities and duties of the subcontractor based on the technical specifications or statement of work outlined in this solicitation.


FORM 8 – RESPONSIVE REQUIREMENTS

SOLICITIATION SECTION

REFERENCE RESPONSIVE REQUIREMENTS

VENDOR PAGE #

OF OFFER

3.5.1 Was the Offer received by the date/time indicated in SECTION 2.3 Timeline of Events? (To be determined by Department)

N/A

3.5.2 Did a representative of the Offeror attend the mandatory pre-offer conference in its entirety in person or by telephone? (To be determined by Department)

N/A

3.5.3 Does the Offeror certify that the Offeror or person submitting the Offer and its pricing on the Offeror’s behalf is authorized to respond to this solicitation on the Offeror’s behalf.

N/A

3.5.4

The Offeror certifies that Offeror is not a Discriminatory Vendor or Convicted Vendor as defined in SECTIONS 7 and 8 of the PUR 1001 form.


3.5.5

The Offeror certifies that the Offeror is in compliance with SECTION 9 of the PUR 1001 form. http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

3.5.6

The Offeror certifies that the Offeror is not on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List.

http://www.sbafla.com/fsb/Portals/Internet/PFIA/CurrentProhibitedCompaniesList.pdf

3.5.7 The Offeror certifies that the Offeror will, if awarded, submit to the Department, at least annually, the completed signed Preferred Pricing Affidavit as outlined in SECTION 22 of the Contract.

3.5.8 The Offeror certifies that the Offeror has a minimum of at least ten years’ experience providing the commodities and/or services described in this solicitation.

3.5.9 The Offeror certifies that the Offeror provided five completed Form 5, Business/Corporate References supporting its qualification under 3.5.8.



http://www.sbafla.com/fsb/Portals/Internet/PFIA/CurrentProhibitedCompaniesList.pdf


Signature below certifies that the signatory has the authority to respond to this solicitation on the Offeror’s behalf, and certifies conformance with all Responsiveness Requirements listed above. _______________________________________________ Name of Offeror’s Organization _______________________________________________ Printed Name of Organization’s Authorized Representative _______________________________________________ Signature of Organization’s Authorized Representative _______________________________________________ Date

3.5.10 The Offeror certifies that the Offeror provided a completed Price Sheet, including pricing for initial and renewal years.

3.5.11

The Offeror certifies that the Offeror provided proof of the Offeror’s Letter of Credit. Offeror must submit a letter, with the response from a surety company or bonding agent authorized to do business in the State of Florida and written on company letterhead, that documents the Offeror’s present ability to obtain a performance bond or irrevocable letter of credit in the amount of five percent of the annual contract amount.

3.5.12 The Offeror certifies that the Offeror provided proof of the Offeror’s Dunn & Bradstreet business credit report produced within the previous 30 days of this ITN’s submission deadline per the Timeline of Events. This will be obtained at the Offeror’s expense.

3.5.13

The Offeror certifies that the Offeror has submitted proof of Articles of Incorporation, and/or Florida Department of State registration. NOTE: Pursuant to Section 607.1501, Florida Statutes, out-of-state corporations are required to obtain a Florida Certificate of Authorization pursuant to Section 607.1503(1), Florida Statutes, from the Florida Department of State, Division of Corporations, to transact business in the State of Florida. The Offeror agrees to attain such authorization within seven business days of notice of award, should the Offeror be awarded. Website: www.sunbiz.org



Affidavit of Best Pricing Regarding the Contract between

[TBD] (the “Contractor”) And

State of Florida, Department of Management Services Contract No.: DMS 16/17-015

Effective [TBD] Pursuant to subsection 9.7 of the Contract, the undersigned Contractor hereby attests that the Contractor is in compliance with the Best-Pricing clause in the Contract. Contractor Name: [TBD] Contractor’s Federal Employer Identification Number (FEIN #): _________________________ Authorized Signature: __________________________________________________________ Print Name: _________________________________________________________________ Title: _______________________________________________________________________ Date: _______________________________________________________________________ Sworn to (or affirmed) and subscribed before me on this ________ day of ______ by

(Signature of Notary)

Check One:

☐Personally Known

☐Produced the following ID


OFFSHORING AFFIDAVIT Regarding the ITN between

[TBD] (the “Offeror”) And

State of Florida, Department of Management Services Contract No.: DMS 16/17-015

The undersigned Offeror hereby attests that the Offeror and Covered Entities may utilize

offshore staffing in the performance of this contract only as provided in subsection 1.15.9 of the SOW, and is in compliance with the Subcontractor clause in subsection 1.7 of the SOW.

Offeror Name: [TBD ]

Offeror’s Federal Employer Identification Number (FEIN #):

Authorized Signature:

Print Name:

Title:

Date:

Sworn to (or affirmed) and subscribed before me on this day of by

(Signature of Notary)

Check One:

☐Personally Known

☐Produced the following ID

invitation to negotiate (itn) for information … · invitation to negotiate (itn) for information...

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